graph TB %% ============================================ %% DEALER ONBOARDING COMPREHENSIVE WORKFLOW %% Based on Re_New_Dealer_Onboard.md %% ============================================ Start([Dealer Inquiry Received]) --> SubmitForm[Applicant Submits
'Become a Dealer' Form
Captures: Name, Mobile, Email, Age,
Country, State, District, Pincode,
Interested City, Company Name,
Education, Ownership Details, Address] SubmitForm --> StoreApp[System Stores Application
in Database & Shows in Listing] StoreApp --> CheckOpportunity{System Checks Location
Against Opportunity Master
Has Vacancy?} CheckOpportunity -->|No Opportunity| NonOppEmail[Send Non-Opportunity Email
Informs: Region Closed
Info Retained for Future Reference] CheckOpportunity -->|Opportunity Exists| OppEmail[Send Opportunity Email
with Login Credentials
& Questionnaire Link] OppEmail --> AccessQuestionnaire[Applicant Accesses
Questionnaire Portal] AccessQuestionnaire --> FillQuestionnaire[Applicant Fills Comprehensive
Questionnaire:
Personal Information
Financial Information
Business Information] FillQuestionnaire --> AutoScore[System Auto-Scores Responses
Calculates Weighted Rank
Generates Questionnaire Score
e.g., 78/100] AutoScore --> AdminBucket[Application Moves to
Admin Review Bucket] AdminBucket --> DDAdminReview[DD-Admin Reviews Application
Validates Details & Documents
Work Notes: Adds Remarks] DDAdminReview --> AdminDecision{Admin Decision:
Shortlist or Archive?} AdminDecision -->|Archive| ArchiveApp[Archive for Future
Opportunities] AdminDecision -->|Shortlist| AssignZone[Assign to Respective
Zone/Region
Work Notes: Assignment logged] AssignZone --> AssignZM[Auto-Assign to
DD-ZM & RBM] %% ============================================ %% LEVEL 1 INTERVIEW PROCESS %% ============================================ AssignZM --> ScheduleL1[DD-Admin Schedules Level 1 Interview
Interview Type: Level 1
Mode: Virtual Google Meet OR Physical Venue
Date & Time: Calendar Selection
Participants: DD-ZM, RBM, Applicant
Meeting Link/Venue: Admin Enters] ScheduleL1 --> SendCalL1[System Sends Google Calendar Invites
to DD-ZM, RBM & Applicant
Contains: Date, Time, Mode, Link/Venue] SendCalL1 --> ConductL1[Level 1 Interview Conducted
DD-ZM + RBM with Applicant
Virtual via Google Meet OR Physical] ConductL1 --> EvalL1[Level 1 Evaluation Process] EvalL1 --> KTMatrixL1[DD-ZM & RBM Fill KT Matrix
Quantitative Scoring:
- Age & Qualification
- Local Knowledge & Influence
- Passion for Royal Enfield & Riding
- Business Acumen & Investment Capacity
- Base Location vs Applied Location
- Property Ownership
- Time Availability
- Future Expansion Plans
Total: 100% Weighted] KTMatrixL1 --> FeedbackL1[DD-ZM & RBM Submit
Interview Feedback Form
Qualitative Assessment:
- Strategic Vision & Market Understanding
- Management Capabilities
- Operational Readiness
- Key Strengths & Areas of Concern
Overall Performance Score
Final Recommendation: Approve/Reject/Hold] FeedbackL1 --> WorkNotesL1[Work Notes: Panelists Add Comments
@tag Users for Clarifications
Time-Stamped Communication Trail] WorkNotesL1 --> RankL1[System Auto-Calculates
Total KT Matrix Score
Updates Applicant Rank
within City/Region] RankL1 --> DecisionL1{Level 1 Decision
Approve or Reject} DecisionL1 -->|Rejected| RejectL1[Store Rejection Reason
Work Notes: Log Decision
Notify Applicant via Email & WhatsApp
Audit Trail: Action Logged] DecisionL1 -->|Approved| AssignL2[Auto-Assign to
DD-Lead + ZBH
Work Notes: Status Update Logged] %% ============================================ %% LEVEL 2 INTERVIEW PROCESS %% ============================================ AssignL2 --> ScheduleL2[DD-Admin Schedules Level 2 Interview
Interview Type: Level 2
Mode: Virtual Google Meet OR Physical Venue
Date & Time: Calendar Selection
Participants: DD-Lead, ZBH, Applicant
Meeting Link/Venue: Admin Enters] ScheduleL2 --> SendCalL2[System Sends Google Calendar Invites
to DD-Lead, ZBH & Applicant
Contains: Date, Time, Mode, Link/Venue] SendCalL2 --> ConductL2[Level 2 Interview Conducted
DD-Lead + ZBH with Applicant
Virtual via Google Meet OR Physical] ConductL2 --> EvalL2[Level 2 Evaluation Process] EvalL2 --> FeedbackL2[DD-Lead & ZBH Submit
Interview Feedback Form
Business Strategy & Operational Assessment:
- Strategic Alignment
- Business Viability
- Operational Capability
- Market Understanding
Final Recommendation: Approve/Reject/Hold] FeedbackL2 --> WorkNotesL2[Work Notes: Panelists Add Comments
@tag Users for Clarifications
Time-Stamped Communication Trail] WorkNotesL2 --> DecisionL2{Level 2 Decision
Approve or Reject} DecisionL2 -->|Rejected| RejectL2[Store Rejection Reason
Work Notes: Log Decision
Notify Applicant via Email & WhatsApp
Audit Trail: Action Logged] DecisionL2 -->|Approved| AssignL3[Auto-Assign to
NBH + DD-Head
Work Notes: Status Update Logged] %% ============================================ %% LEVEL 3 INTERVIEW PROCESS WITH AI %% ============================================ AssignL3 --> ScheduleL3[DD-Admin Schedules Level 3 Interview
Interview Type: Level 3
Mode: Virtual Google Meet OR Physical Venue
Date & Time: Calendar Selection
Participants: NBH, DD-Head, Applicant
Meeting Link/Venue: Admin Enters] ScheduleL3 --> SendCalL3[System Sends Google Calendar Invites
to NBH, DD-Head & Applicant
Contains: Date, Time, Mode, Link/Venue] SendCalL3 --> ConductL3[Level 3 Interview Conducted
NBH + DD-Head with Applicant
Virtual via Google Meet OR Physical] ConductL3 --> EvalL3[Level 3 Evaluation Process] EvalL3 --> CollectAllFeedback[Collect All Panel Feedback
RBM, ZBH, DD-ZM, DD-Lead, DD-Head
Quantitative Scores + Qualitative Insights
Using Dealer Interview Recommendation Sheet] CollectAllFeedback --> AIGenerate[AI Engine Gemini API
Processes All Inputs
Generates 2-3 Line Summary:
- Consensus Trend Across Panelists
- Applicant Key Strengths & Differentiators
- Potential Concerns or Areas for Improvement] AIGenerate --> NBHReview[NBH Reviews AI Summary
Editable Format
Can Modify or Approve Directly] NBHReview --> WorkNotesL3[Work Notes: NBH Adds Final Remarks
@tag Stakeholders if Needed
Time-Stamped Communication Trail] WorkNotesL3 --> DecisionL3{Level 3 Final Decision
Approve or Reject} DecisionL3 -->|Rejected| RejectL3[Store Rejection Reason
Work Notes: Log Decision
Notify Applicant via Email & WhatsApp
Audit Trail: Action Logged] DecisionL3 -->|Approved| AssignFDD[Auto-Assign to FDD Team
External Agency
Work Notes: Status Update Logged] %% ============================================ %% FDD PROCESS %% ============================================ AssignFDD --> SendFDDLink[System Sends OTP-Protected Link
to External FDD Agency
SSO Credentials for Access] SendFDDLink --> FDDAccess[FDD Team Accesses
Restricted Interface
Views Assigned Applications Only] FDDAccess --> FDDWorkNotes[Work Notes: FDD Can Raise Queries
@DD-Admin or @Finance
Request Missing Documents
Flag Non-Responsive Applicants] FDDWorkNotes --> FDDUpload[FDD Team Uploads FDD Report
L1/L2 Reports with Remarks:
- Bank Statements
- Income Tax Returns
- Credit Reports
- Property Papers
- Business Valuation Reports] FDDUpload --> FDDSubmit[FDD Marks Report as Submitted
Locks Further Edits
Work Notes: Submission Logged] FDDSubmit --> FinanceReview[Finance Team Reviews FDD Report
Validates Financial Compliance
Work Notes: Finance Adds Review Comments
@DD-Lead for Clarifications if Needed] FinanceReview --> FinanceFDDDecision{Finance Decision
Approve or Reject} FinanceFDDDecision -->|Rejected| RejectFDD[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify DD-Admin & Applicant] FinanceFDDDecision -->|Approved| LOIDocRequest[LOI: Request Documents
from Applicant
Work Notes: Status Update Logged] %% ============================================ %% LOI DOCUMENT COLLECTION %% ============================================ LOIDocRequest --> RequestLOIDocs[DD-Admin Requests LOI Documents
Automated Request to Applicant
Linked Folder Structure:
Region → Prospect Name → Location →
Interview Date → LOI Issuance Date] RequestLOIDocs --> CollectLOIDocs[Applicant Uploads Mandatory Documents:
- DIP Booklet filled & signed by RBM
- Profile Sheet
- Dealership Application Form
- Interview Feedback Forms RBM & ZBH
- Land Selection Criteria Sheet
- Logic Note & Comparative Logic Note
- Zonal Evaluation Form
- Authorization Letter
- City Map PPT
- Proposed Location Photos min 20 PPT
- Layout Drawings PPT
- Viability Sheet
- Project Plan
- Self-signed PAN/Aadhaar all partners both sides
- CIBIL Reports all partners
- Dealership Name & Address Email from RBM
- Rental/Lease Agreement or Consent Letter] CollectLOIDocs --> VerifyLOIDocs[DD-Admin Verifies Document Completeness
Checks Folder Format & Metadata
Interview Date, LOI Issuance Date,
Document Ageing Tracking] VerifyLOIDocs --> VerifyWorkNotes[Work Notes: DD-Admin Adds
Verification Remarks
@Finance if Clarification Needed] VerifyWorkNotes --> DocsComplete{Documents Complete?} DocsComplete -->|Incomplete| RequestMoreDocs[Request Missing Documents
Work Notes: Log Missing Items
System Reminder to Applicant] RequestMoreDocs --> CollectLOIDocs DocsComplete -->|Complete| RequestSecurityDeposit[Request Security Deposit
via RTGS/NEFT
Work Notes: Status Update] %% ============================================ %% SECURITY DEPOSIT VERIFICATION %% ============================================ RequestSecurityDeposit --> UploadDeposit[Applicant Uploads Deposit Proof
Transaction Slip or Confirmation] UploadDeposit --> FinanceVerifyDeposit[Finance Verifies Security Deposit
Cross-Checks with Corporate Account
Validates Transaction ID, Amount, Bank Record] FinanceVerifyDeposit --> FinanceDepositNotes[Work Notes: Finance Adds
Verification Remarks
@DD-Admin if Discrepancy Found] FinanceDepositNotes --> DepositDecision{Deposit Verified?} DepositDecision -->|Rejected| RejectDeposit[Flag Discrepancy & Notify
Work Notes: Log Discrepancy Details
Request Correct Proof] RejectDeposit --> UploadDeposit DepositDecision -->|Approved| LOIApprovalWorkflow[LOI Approval Workflow
Work Notes: Status Update Logged] %% ============================================ %% LOI APPROVAL WORKFLOW %% ============================================ LOIApprovalWorkflow --> FinanceLOIReview[Finance Reviews LOI Documents
Verifies Document Completeness
Validates Security Deposit
Work Notes: Finance Adds Approval Remarks] FinanceLOIReview --> FinanceLOIDecision{Finance Approval} FinanceLOIDecision -->|Rejected| RejectLOI1[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify DD-Admin & Applicant] FinanceLOIDecision -->|Approved| DDHeadLOIReview[DD-Head Reviews LOI
Validates Business Justification
Network Alignment
Work Notes: DD-Head Adds Remarks] DDHeadLOIReview --> DDHeadLOIDecision{DD-Head Approval} DDHeadLOIDecision -->|Rejected| RejectLOI2[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify Finance & Applicant] DDHeadLOIDecision -->|Approved| NBHLOIReview[NBH Reviews LOI
Final Release Authorization
Work Notes: NBH Adds Final Remarks] NBHLOIReview --> NBHLOIDecision{NBH Final Approval} NBHLOIDecision -->|Rejected| RejectLOI3[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify DD-Head, Finance & Applicant] NBHLOIDecision -->|Approved| GenerateLOI[Generate LOI Document
Auto-Populated with Applicant Details
Approved RE Format] GenerateLOI --> UploadLOI[DD-Admin Uploads LOI to System
Tagged: Issue Date, Authorized Signatory,
Document Version, Upload Timestamp
Work Notes: Document Upload Logged] UploadLOI --> SendLOI[System Sends LOI
via Email & WhatsApp
to Applicant
Notification to All Stakeholders] SendLOI --> LOIAcknowledgement[Applicant Uploads
LOI Acknowledgement Copy
Signed with Seal & Signature] %% ============================================ %% DEALER CODE GENERATION %% ============================================ LOIAcknowledgement --> GenerateDealerCode[DD-Admin Initiates
Dealer Code Creation
via SAP OData API Integration] GenerateDealerCode --> CreateCodes[System Generates & Stores Codes:
- Sales Code
- Service Code
- GMA Genuine Motorcycle Accessories Code
- Gear Code
Links to DMS, MSD, CRM Systems] CreateCodes --> CodeComplete[Dealer Code Generated
Status: Dealer Code Generated
Notifications: DD-Admin, Finance, Legal
Audit Trail: Code Creation Logged] %% ============================================ %% ARCHITECTURAL WORK %% ============================================ CodeComplete --> AssignArchitecture[DD-Admin Assigns Case
to Architecture/Brand Experience Team] AssignArchitecture --> ArchUpload[Architecture Team Uploads:
- DWG Layout
- Site Dimension Drawings
- Multiple Drawing Sets] ArchUpload --> DealerConsent[Dealer Provides Written Consent
via Email Confirming Acceptance
of Layout as per Vastu & Design Guidelines] DealerConsent --> ConsentDecision{Dealer Consent
Approved?} ConsentDecision -->|Rejected| ReviseLayout[Revise Layout
Work Notes: Log Revision Request] ReviseLayout --> ArchUpload ConsentDecision -->|Approved| IssueLayout[Final Layout Issued to Dealer
Multiple Drawing Sets for Construction
Work Notes: Layout Issuance Logged] IssueLayout --> DealerConstruction[Dealer Initiates Infrastructure Work
Progress Tracked via Uploaded
Photographs or Reports] %% ============================================ %% STATUTORY DOCUMENTATION %% ============================================ DealerConstruction --> CollectStatutory[Collect Statutory Documents
Admin & Architecture Teams Coordinate] CollectStatutory --> UploadStatutory[Applicant Uploads Statutory Documents:
- GST Registration Certificate
- PAN
- Nodal Agreement
- Cancelled Cheque
- Partnership Deed / LLP / MOA / AOA / COI
- Firm Registration Certificate
- Rental / Lease / Land Agreement
- Virtual Code Confirmation
- Domain ID for @dealer.royalenfield.com
- MSD Microsoft Dynamics Configuration
- LOI Acknowledgement Copy Signed] UploadStatutory --> VerifyStatutory[Finance & Legal Verify Documents
Update Status: Verified / Pending /
Re-submit Required
Add Remarks] VerifyStatutory --> StatutoryWorkNotes[Work Notes: Verifiers Add Comments
@DD-Admin if Issues Found
Time-Stamped Trail] StatutoryWorkNotes --> StatutoryDecision{All Documents Verified?} StatutoryDecision -->|Rejected| RequestStatutory[Request Re-submission
Work Notes: Log Missing/Invalid Items
Notify Applicant] RequestStatutory --> UploadStatutory StatutoryDecision -->|Approved| EORChecklist[EOR: Essential Operating
Requirements Checklist
Work Notes: Status Update Logged] %% ============================================ %% EOR CHECKLIST VERIFICATION %% ============================================ EORChecklist --> EORVerify[All Functional Teams Verify
EOR Parameters:
- Sales Team: Sales Standards
- Service Team: Service Tools & Equipment
- IT Team: DMS/MSD Configuration & Connectivity
- Finance Team: Financial Readiness
- Training Team: Staff Training Completion
- Architecture Team: Brand Signage & Facility
- Display Vehicle Readiness
- Spare Inventory Availability
- Safety & Security Compliance
- Test Ride Vehicles Ready] EORVerify --> EORWorkNotes[Work Notes: DD-Admin Monitors Progress
@tag Teams for Pending Items
Time-Stamped Updates] EORWorkNotes --> EORProgress[System Tracks Progress Bar
Shows Completion Percentage
e.g., 12/16 Items Complete] EORProgress --> EORComplete{EOR 100% Complete?} EORComplete -->|No| ContinueEOR[Continue EOR Verification
Work Notes: Track Pending Items
SLA Reminders if Needed] ContinueEOR --> EORVerify EORComplete -->|Yes| EORReady[EOR Completed
System Auto-Transitions to
Inauguration Readiness
Work Notes: Completion Logged
Notifications: DD-Head, NBH] %% ============================================ %% LOA ISSUANCE %% ============================================ EORReady --> LOARequest[LOA: Request Preparation
DD-Admin Initiates LOA Document] LOARequest --> LOAReview[DD-Head Reviews:
- Infrastructure Completion
- EOR Readiness
- Compliance Artefacts
Work Notes: DD-Head Adds Remarks] LOAReview --> NBHLOAReview[NBH Reviews:
- Final Sign-Off Authorization
- Brand Readiness Assessment
- Site Validation & Inspection
Work Notes: NBH Adds Final Remarks] NBHLOAReview --> LOADecision{LOA Approved?} LOADecision -->|Rejected| RejectLOA[Store Rejection & Notify
Work Notes: Log Rejection Reason
Notify DD-Head & DD-Admin] LOADecision -->|Approved| GenerateLOA[Generate LOA Document
Official Authorization to Operate
under Royal Enfield] GenerateLOA --> UploadLOA[DD-Admin Uploads LOA to System
Tagged: Issue Date, Authorized Signatory,
Document Version, Upload Timestamp
Work Notes: Document Upload Logged] UploadLOA --> SendLOA[System Sends LOA
via Email & WhatsApp
to Applicant
Notification to All Stakeholders] %% ============================================ %% INAUGURATION %% ============================================ SendLOA --> ScheduleInauguration[DD-Admin Coordinates
Inauguration Event
with NBH, ZBH, RBM,
Brand Experience Teams] ScheduleInauguration --> InaugurationEvent[Inauguration Event Conducted
Date & Venue Logged
Attendees: NBH, DD-Head, ZBH, RBM,
Architecture, Brand Experience] InaugurationEvent --> UploadInauguration[Upload Inauguration Report:
- Event Summary Report
- Photographs
- Press Releases
- Video References] UploadInauguration --> UpdateDealerStatus[Update Dealer Info:
- Inauguration Date
- Status: Active Dealer
- All Codes Mapped
- Operational Status: Live] UpdateDealerStatus --> ActiveDealer[Active Dealer Created
Dealership Live / Onboarded
System Status: Active] ActiveDealer --> End([Onboarding Complete
Dealership Operational]) %% ============================================ %% AUDIT TRAIL & SYSTEM GOVERNANCE %% ============================================ Start -.->|All Actions Logged| AuditTrail[Audit Trail & Activity Log
Chronological Record:
- User Action & Timestamp
- Uploaded Artefacts & Version Control
- Notifications Sent
- Approvals Received
- Work Notes Entries
- System Events] AuditTrail -.-> End %% ============================================ %% STYLING %% ============================================ style Start fill:#90EE90,stroke:#006400,stroke-width:3px style End fill:#FFB6C1,stroke:#8B0000,stroke-width:3px style ActiveDealer fill:#87CEEB,stroke:#000080,stroke-width:3px style ScheduleL1 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px style ScheduleL2 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px style ScheduleL3 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px style SendCalL1 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px style SendCalL2 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px style SendCalL3 fill:#E6F3FF,stroke:#0066CC,stroke-width:2px style DecisionL1 fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style DecisionL2 fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style DecisionL3 fill:#FFD700,stroke:#FF8C00,stroke-width:3px style AIGenerate fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style FinanceFDDDecision fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style FinanceLOIDecision fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style DDHeadLOIDecision fill:#FFD700,stroke:#FF8C00,stroke-width:2px style NBHLOIDecision fill:#FFD700,stroke:#FF8C00,stroke-width:3px style DepositDecision fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style DocsComplete fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style StatutoryDecision fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style EORComplete fill:#FFE4B5,stroke:#FF8C00,stroke-width:2px style LOADecision fill:#FFD700,stroke:#FF8C00,stroke-width:3px style WorkNotesL1 fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style WorkNotesL2 fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style WorkNotesL3 fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style FDDWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style FinanceWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style VerifyWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style FinanceDepositNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style StatutoryWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style EORWorkNotes fill:#FFF8DC,stroke:#DAA520,stroke-width:2px style AuditTrail fill:#F0F0F0,stroke:#808080,stroke-width:2px,stroke-dasharray: 5 5